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REPORT WRITING

Report Writing

Format, Guidelines, and Model Answers for Board Examinations

1. What Is a Report?

A report is a factual, objective account of an event, situation, or issue, written for publication in a newspaper or a school/college magazine. Unlike an article, a report sticks strictly to facts — who, what, when, where, why, and how — and does not include the writer's personal opinions or emotional commentary.

Exam note: In board exams, Report Writing appears as an internal-choice question alongside Article Writing in the Creative Writing Skills section, carrying 5 marks, to be answered in 120–150 words.

2. Types of Reports

TypePurpose & Style
Newspaper ReportWritten for a newspaper; covers events of public interest (accidents, press conferences, civic issues); crisp, third-person, factual tone; often carries a by-line ("By a Staff Reporter") and a dateline (place and date).
Magazine ReportWritten for a school/college magazine; covers institutional events (annual day, sports meet, workshops); slightly more descriptive; carries the writer's name as given in the question.

3. Standard Format

HEADLINE / TITLE
A short, crisp, attention-grabbing headline that conveys the essence of the event — not a full sentence. Centred, may be in bold or capitals.

BY-LINE
The reporter's name exactly as given in the question, placed just below the headline (e.g., "By Rohan Sharma" or "By a Staff Reporter" for newspaper reports).

DATELINE (newspaper reports)
Place and date of the event/reporting, given at the start of the body (e.g., "New Delhi, 5 June —"). Optional for magazine reports.

Paragraph 1 — Overview / Lead

  • Open with the most important facts: what happened, when, and where.
  • This is the 'lead' — it should give a reader the full gist even if they read no further.

Paragraph 2 — Details in Sequence

  • Present the details of the event in logical/chronological order.
  • Include who was involved, how the event unfolded, and relevant figures or quotations.

Paragraph 3 — Highlights / Outcome / Conclusion

  • Mention key highlights, reactions, or the outcome/impact of the event.
  • Close with a concluding observation — no personal opinion, but a factual note on significance or follow-up action.

4. Word Limit & Marking Scheme

ComponentMarks
Format (headline + by-line, correctly laid out)1
Content (relevant, complete coverage of the given cues)2
Organisation (logical sequence, coherent paragraphing)1
Accuracy of spelling and grammar1
Total5
Word limit: 120–150 words. Always confirm against the current year's sample paper, as exact limits are occasionally revised.

5. Key Writing Tips

  • Use the past tense throughout — a report describes an event that has already happened.
  • Write in the third person; never use "I" or "we" unless directly quoting a speaker.
  • Stick to facts — no personal opinions, exclamations, or emotional language.
  • If specific details are not given in the question, invent plausible ones (a chief guest's name, approximate numbers, a quotation) to make the report feel authentic.
  • Use short paragraphs and simple, clear sentences — this reduces grammatical errors and improves readability.
  • Do not draw a box around the report unless the question specifically instructs it.
  • Maintain consistent tone and register suited to the audience (formal for a newspaper; slightly warmer for a school magazine).

6. Common Mistakes to Avoid

MistakeCorrection
Missing headline or by-lineAlways include both — format carries a dedicated mark
Writing in first person / present tenseUse third person and past tense throughout
Including personal opinionsStick to objective, verifiable facts only
One unbroken paragraphDivide clearly into overview → details → outcome
Copying the question's cues verbatimExpand and rephrase the cues into flowing prose
Letter-style salutation/closingA report has no "Dear Sir" or "Yours faithfully" — it is not addressed to anyone

7. Model Answer — Sample Question

Question: You are Karuna/Karan. Your school conducted various activities to commemorate World Environment Day. Write a report about it in about 120–150 words for your school magazine.

School Celebrates World Environment Day with Zeal

By Karuna

On 5 June, our school organised a series of activities to mark World Environment Day, aiming to spread awareness about environmental conservation among students and staff. The programme began at 8 a.m. with a tree-plantation drive on the school campus, led by the Principal and members of the Eco Club.

Following this, an exhibition was set up by the Science Department, showcasing recycled products, waste-management models, and posters on pollution control. Students also participated in a poster-making competition on the theme "Save the Planet", and a guest lecture was delivered by an environmental scientist on sustainable living practices.

The event concluded with a pledge-taking ceremony, where students promised to adopt eco-friendly habits in daily life. The Principal commended the students' enthusiasm and announced that such initiatives would be held regularly to build lasting environmental consciousness.

8. Further Practice Examples

8.1 Newspaper Report — Accident / Civic Issue

Question: You are Rishabh Singh, a staff reporter. A sudden fire broke out in a local market. Write a report in about 120–150 words describing how the fire started, how people reacted, and the damage caused.

Fire Breaks Out in Local Market, Goods Worth Lakhs Destroyed

By Rishabh Singh, Staff Reporter
New Delhi, 12 July —

A major fire broke out late last evening at the crowded Sarojini Nagar market, gutting nearly a dozen shops before it was brought under control. The blaze is suspected to have started from a short circuit in an electrical shop around 9 p.m.

Within minutes, flames spread rapidly through the closely packed stalls, sending shoppers and traders fleeing in panic. Eyewitnesses said thick smoke made it difficult to breathe, and several people suffered minor injuries in the ensuing chaos. Six fire tenders were rushed to the spot and worked for over three hours to douse the flames.

Preliminary estimates suggest losses worth several lakhs of rupees, as clothing and electronics stores bore the brunt of the damage. No casualties have been reported so far. Local authorities have ordered an inspection of electrical wiring across the market to prevent a recurrence.

8.2 Magazine Report — School Event

Question: Write a report in about 120–150 words on the Annual Sports Day held at your school, for your school magazine. You are Aditi/Aditya.

Annual Sports Day Celebrated with Great Enthusiasm

By Aditya

The Annual Sports Day of our school was held on 15 December on the school grounds, with enthusiastic participation from students of all classes. The event was formally inaugurated by the Chief Guest, Olympian Ms. Neha Rawat, who lit the ceremonial torch and encouraged students to pursue sportsmanship alongside academics.

The day featured a range of track and field events, including the 100m sprint, relay races, long jump, and shot put, along with tug-of-war matches between the houses. The Blue House emerged as the overall champion, closely followed by the Red House, after a keenly contested final relay.

The programme concluded with a prize distribution ceremony, where the Principal praised students for their discipline and team spirit. Parents and teachers who attended appreciated the smooth organisation, and the event once again highlighted the school's commitment to holistic development.

9. Quick Revision Checklist

  • Headline present, short, and centred?
  • By-line ("By [Name]") included, with dateline for newspaper reports?
  • Three clear paragraphs: Overview → Sequential details → Outcome/conclusion?
  • Written entirely in third person, past tense?
  • Facts only — no personal opinions or exclamations?
  • Word count within 120–150 words?
  • No letter-style salutation or closing?
  • No box drawn unless specifically instructed?




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